PSA Data Export guide
How to back up Freshservice data
A practical Freshservice backup workflow covering tickets and service requests, credentials, native exports, recurring snapshots, and important limits.
On this page
Choose a Freshservice backup method
| Method | Use it for | Check before relying on it |
|---|---|---|
| Native report/export | A current spreadsheet or report | Whether it includes notes, files, custom fields, and related records |
| Official API workflow | Structured capture you control | Authentication, pagination, licensing, rate limits, and file downloads |
| BackupPSA | Dated search, comparison, and snapshot download | Supported collections and successful capture results |
List and Analytics exports can omit conversations; use the conversations API or ticket PDF where the required history calls for it.
What to preserve from Freshservice
The business record groups to assess are tickets and service requests, conversations and notes, requesters and workspaces, and problems, changes, and linked assets. Keep source identifiers and relationships so a ticket or financial record still resolves to a readable customer, person, agreement, and date. Freshservice and Freshdesk have separate products, APIs, and data models.
Set up recurring backups
- Follow the Freshservice credential guide.
- Use a dedicated identity with the smallest workable read permissions.
- Select supported record groups and run a manual capture.
- Review counts and collection failures; sample old and complex records.
- Use eligible daily scheduling on Full Access or repeat manual captures within plan limits.
Cloud API calls must use the Freshservice domain rather than a custom CNAME. Workspace/client behavior differs in Freshservice for MSPs.
Plan access to retained history
Keep dated captures, source identifiers and related records together so your team can retrieve useful history after a platform change. Review the native export guide before finalizing the archive.
Preserve history before switching platforms
Run and validate a final capture before source access ends, then follow the PSA migration checklist. Use the destination vendor’s documented importer for the transfer.
Review records after deletion
A previously captured record remains useful if it was backed up before it disappeared. Only compare successful results for the same record group, and do not treat absence as proof of deletion when permissions or an API failure could explain it.
Official source and limits
Review Freshservice official API documentation alongside the live tenant. API documentation does not prove every module is licensed or visible to the chosen credential. Validate the selected records against the official interface and your account permissions.
Plan your independent PSA archive
Keep source history available after your move. Join the waitlist for invitation-only BackupPSA access, or contact us about your platform.